Billing Instructions

Billing instructions are free-text notes attached to an invite that explain how a trip’s charges should be billed — for example, which client or cost center pays for which nights, or how a shared flight should be split. Coordinators write them once per travel type, and everyone who later reviews or approves a booking for that trip sees the same text.

Instructions are stored on the invite in Juno, where coordinators and approvers can read and update them. They are not shown to the guest. For supported charges, Juno also shares them with Ramp as comments — see Comments in Ramp.

Who can use billing instructions

Billing instructions are an add-on available to organizations connected to Ramp. Juno enables the add-on for your organization; once it is available, an admin turns it on from Settings. If you do not see the Billing instructions card described below, contact Juno support.

Instructions are written separately for each travel type on the invite:

• Flights
• Hotels
• Car rentals
• Rail — train tickets on the trip’s rail card. This tab appears when the invite allows rail for getting there and back.
• Ground service — rides on the trip’s ground service card. This tab appears when the invite includes ground service.
• Trip fee — the travel agency’s per-trip service fee. Every trip carries one, whatever it books, so this tab always appears alongside the travel types the invite includes. Use it to say who pays the fee (for example, how to split it between your organization and a client). Change and cancellation fees are not trip fees — they belong with the booking they apply to, under Flights, Hotels, or Car rentals.

There is no length limit. Each travel type’s text is optional, and clearing the text is a valid change — it records that the trip has no instructions for that type.

Enabling billing instructions

Changing or disabling the setting

Once enabled, the card shows an Enabled badge with Configure and Disable buttons.

• Configure reopens the drawer so you can change when the card appears.
• Disable hides billing instructions from invites. Your visibility rule is kept, so re-enabling restores the previous configuration. Instructions already written on invites are kept as well.

If your visibility rule references a custom field that has since been deleted, Juno asks you to update the rule before it re-enables the add-on.

Writing billing instructions

Instructions can be entered at several points in an invite’s life. Each entry point shows the same per-travel-type text, and a dot next to a travel type marks that it already has instructions.

While drafting an invite

On a draft invite’s overview, the Billing instructions card sits alongside the other invite details.

1. Select the travel type tab (Flights, Hotels, Car rentals, Rail, Ground service, or Trip fee).
2. Type the instructions and click or tab away from the field. Juno saves each travel type as soon as you leave it and confirms with a notification.
3. Repeat for any other travel type that needs instructions.

The card is editable only after travel has been added to the draft. If you are viewing the draft without edit access, the card is read-only.

Draft instructions become part of the invite when it is submitted.

On a submitted invite

After the invite is submitted, its billing instructions appear as a read-only block on the Travel policy card of the invite overview. Switch between travel types to read each one; long instructions are collapsed with a View full instructions control. The block only appears once at least one travel type has instructions.

Submitted instructions cannot be edited in place. Change them through a trip exception or as part of an approval, as described below, so that every change is recorded in the trip’s history.

Through a trip exception

If you are authorized to grant travel policy exceptions, you can change billing instructions from the same editor:

1. Open the invite and choose Add exception (or Add travel policy exception from the three-dot menu).
2. Billing instructions is the first section of the editor. Select a travel type and update its text. A changed badge counts the travel types you have modified.
3. Optionally adjust policy terms in the sections below.
4. Click Save.

You can save an exception that changes only billing instructions, without changing any policy terms. Retyping the existing text exactly counts as no change and is not saved.

When requesting a booking that needs approval

When a coordinator or agent books on a guest’s behalf and the booking requires approval, the booking request includes a Billing instructions · [travel type] field for the travel type being booked. It is pre-filled with the trip’s current instructions. There is no such field for the trip fee: nothing is booked for it, so its instructions are written only from the draft card or a trip exception.

Anything you add or change here travels with the request to the approver. It does not change the trip’s instructions until the approval is granted.

When approving a booking

Approvers reviewing a flight, hotel, or car rental request see a Billing instructions · [travel type] field in the approval drawer. It is pre-filled with the text proposed on the booking request, or with the trip’s current instructions if the request did not propose any.

• Edit the text as needed and Approve. The instructions are saved to the trip together with the approval, and the approval is recorded as their source in history.
• Reject the request and the trip’s current instructions are left unchanged. Any proposed text is discarded.
• If the request is approved automatically after a waiting period, instructions attached to the booking request are saved. Edits an approver typed but did not submit before the automatic approval are not.

The field is read-only after a decision has been made and for users who are not the approver.

When a travel agent changes a trip

When your travel agency makes a change to a submitted trip on your behalf — a new booking, a change to an existing flight, hotel, car rental, rail ticket, or ground service ride, or a change to the trip as a whole — and the change is out of policy, the agent’s request includes an optional Billing instructions · [travel type] field. It is pre-filled with the trip’s current instructions for the travel type being changed. For a change to the trip as a whole, the agent picks the travel type. Changes that are within policy and approved automatically do not carry billing instructions.

• If the change needs your approval, the proposed text is included in the approval email and shown in the trip change approval. As with a booking approval, you can edit it before you Approve, and the approved text becomes the trip’s instructions for that travel type, with the approval recorded as its source in history. Reject leaves the trip’s instructions unchanged.
• If the agent overrides policy instead of asking for approval, the instructions take effect on the trip as soon as the override is recorded.

Once the instructions take effect, Juno updates its comments in Ramp for that travel type — see Comments in Ramp.

Comments in Ramp

When your organization’s Ramp connection allows Juno to comment on transactions, Juno posts each trip’s billing instructions as a comment on the matching charge in Ramp, so whoever codes the charge sees how it should be billed. Comments are supported for:

• Flight and hotel card charges — Juno comments on the Ramp transaction.
• Rail and ground service card charges — Juno comments on charges to the trip’s rail card or ground service card using the trip’s Rail or Ground service instructions. It posts split instructions, updates that supersede them, and notices when they are cleared. A charge on one of these cards gets no comment when the trip has no instructions for its travel type. These comments do not include policy details, no-split confirmations, or approval rejection notices, and do not release billing outcome fields, so the billing outcome on these charges is left for your billing team to set.
• Rental car bills — for supported rental car bills that arrive as drafts in Ramp Bill Pay, Juno comments on the draft bill.

Alongside the billing instructions, flight, hotel, and rental car comments summarize the travel policy context for the booking, when Juno has it on record: the policy limit (for rental cars, the vehicle allowance), any trip exceptions that changed it, and recorded approval details such as the approved amount, who approved it, and when. When a trip has no instructions for car rentals, the rental car bill comment confirms there are no split instructions. For flight and hotel charges with no instructions, Juno posts a “no split needed” comment only when Billing outcome fields is configured; otherwise it doesn’t comment on those charges. If instructions are cleared after Juno has already posted them, Juno posts a comment saying the split no longer applies. Juno doesn’t comment on a flight or hotel charge while its booking’s approval is still awaiting review. If a booking’s approval was rejected, the comment for its flight or hotel charge says so instead and asks that the charge be held for review. Comments for rental car bills also list the booking on file and the lines to apply, or note when the bill needs a specialist’s review.

If the instructions change after a comment is posted, Juno posts a new comment that supersedes the earlier one. Trip fee instructions aren’t shared with Ramp yet; they stay on the invite in Juno.

Viewing history

Every change to billing instructions is a new entry in the trip’s Travel policy history, alongside travel policy exceptions. Open it from the history icon on the Travel policy card, the billing instructions card, or the View history icon next to a billing instructions field in a booking request or approval.

Each entry shows the travel type, the text that was saved (including cleared text), who saved it, when, and where the change came from: Draft, Exception, or Approval. Use the Billing instructions filter to hide policy exception entries.

Related features

• Custom Fields — Define the invite fields your visibility rule can reference
• Viewing Invites — The invite overview where drafts are edited and exceptions are added
• Approvals — Where approvers review booking requests